Project Description

Employee Manual System

The Employee Manual/System

Regardless of size, every professional real estate / property management office needs an employee manual. In addition, you need a system to hire, maintain, and terminate personnel as needed. Whether you have a staff of 1 or 100, an employee manual and a system of forms creates consistent internal systems for your team.

The employee manual / systems help you:

  • train & manage personnel
  • provide a resource that answers frequent questions
  • standardize staff performance expectations
  • conduct structured staff evaluations / terminations
  • comply with state requirements (where applicable)

This product includes:

  • the employee manual
  • 29 employee forms
  • 25+ pages of product instructions

PM Made Easy products are copyright protected and non-transferable. Only the buyer or buyer’s representatives are authorized to modify and use the purchased content.

Manual Format: The Employee Manual for Property Management is created in Microsoft Word® so you can easily customize the contents with your local / state requirements, your specific business practices, and your company brand identity.

Product Instructions: All PM Made Easy products include the 25+ pages of Product Instructions in a PDF Format. It is important to read the Product Instructions designed to save hours of time and frustration before you start the manual. Make sure to save an original copy and place in a secure location.

Special notes: The manual uses (PM Made Easy) & (PMME) throughout as an example of a company name and initials. It is simple to replace them with your company name and initials in the manual document, using the Microsoft Word® feature, “Find & Replace,” which is included in the Instruction pages of the workbook. Red Text indicates areas that you should definitely change to your company, state, or local information

Table of Contents: The following pages show the Table of Contents for the Employee Manual for Property Management. This Table of Contents is subject to change when necessary. All manuals created by PM Made Easy have a built-in Table of Contents, which you can automatically update after making changes to the text in the manual.

Forms:  29 employee forms

Table of Contents

Employee Welcome
Employee Manual Glossary
RES terms
Employee terms
Legislative terms
Industry terms
EMPLOYEE MANUAL GUIDELINES
Non-static document
Manual objectives
Employee responsibilities
Confidentiality/Non-disclosure
Required Reading
Acknowledgment
COMPANY INFORMATION
Mission Statement
Goals
Objectives
Principal
JOB DESCRIPTIONS
Job description policy
Principal/Owner
Broker of Record
Broker/Manager
Broker Associate
Sales Associate
Office Manager
Bookkeeper
Assistant Bookkeeper
Administrative Assistant
Receptionist
EMPLOYMENT POLICIES
General policy
Equal Opportunity Employer
Code of Ethics
Privacy Act
Harassment
Immigration
Drug-free policy
Industry Policies
Fair Housing
Department of Real Estate
RES Real Estate/Property Management Policies
EMPLOYMENT
Employee definition
At-will employment
Employee contract
Probationary period
Employee Status
Regular full-time
Regular part-time
Temporary full-time
Temporary part-time
Exempt
Non-exempt
GENERAL OFFICE INFORMATION
Address
Telephone numbers
Hours
Email/Internet
Holidays
Recognized holidays
Holiday policies
Work Schedule
Standard workweek
PERSONNEL/EMPLOYEE GENERAL REQUIREMENTS
GENERAL OFFICE POLICIES
Telephone policies
Personnel/Employee use
Public use
Cellular telephones
Employee personal cellular telephones
Voice mail
Office communication policies
Policy on office communication
Methods of communication
Verbal/oral communication
Written messages
Bulletin board
Office/staff meetings
Personnel/Employee information
Email/Internet
Office email/Internet policy
Email employee usage
Personal employee email/Internet
Website
Non-smoking policy
Drug-free policy
Harassment, including sexual harassment
Office common areas
Break/lunch room
RES conference room
RES filing area
Breaks/Social Time
Authorized breaks/social time
Additional personal breaks
Visitors in the workplace
Parking
Transportation
Workspace
Personal effects
PERSONNEL/EMPLOYEE STANDARDS OF CONDUCT
Public image/dress code
Ethics
Confidentiality/non-disclosures
Conflict of Interest
Outside employment
Attendance standards
Solicitation
Rules of behavior
Conflict/Problem resolution
Complaint procedures
Safety
RES safety policy
Office Safety
Violence and weapon policy
Office safety rules
Workplace accidents/injuries
Emergency/disaster procedures
Employee Hiring Policies and Procedures
Hiring policies
Hiring Process
Employee Orientation/Probation
Required Identification
Required forms
Required reading
Employee files
Confidentiality of records
Office keys/alarm code
EMPLOYEE PERFORMANCE
Reviews
Orientation/probation
Employee participation
Review schedule
EMPLOYEE COMPENSATION
Hours
Salary and wages
Pay periods
Time keeping
Salary/wage policy
Other compensation
Expense reimbursement, including travel
Employee Benefits
Sick days
Personal days
Vacation days
Buying and selling of employee property
Retirement plans
INSURANCE
Health insurance
Dental insurance
Optical insurance
Life insurance
Cobra
Worker’s compensation insurance
Automobile insurance
Business liability insurance
Errors and omissions insurance
LEAVE OF ABSENCE
Disability
Maternity Leave
Military leave
Bereavement
Voting
Jury duty
Telephone jury duty
Education
EMPLOYEE TERMINATION
Goodwill policy
Termination from employee
Notice from employee
Employee termination procedure
Final compensation
TERMINATION FROM EMPLOYER
Employer termination to employees
Procedures
Final compensation
Appendix A – Employee Forms
Appendix B – Government Forms

EXCERPTS Employee Manual Guidelines” section

Manual Confidentiality/Non-Disclosure
The material within the PMME Employee Manual is confidential. Employees are not to disclose this material to
owners, tenants, vendors, or to the public. Employees are not to disclose any trade secrets of PMME Real Estate
Services, Inc. This includes, but is not limited to, the following examples:

  • Real estate commissions, referrals, and/or fees
  • PMME financial information
  • Personnel compensation
  • Employees records
  • Personnel conversations
  • Client records or conversations
  • Real estate sales or listings
  • Marketing and/or strategic plans
  • Company projects
  • Employees are required to sign the Employee Non-disclosure/Confidentiality Agreement

Employees Responsibilities to Manual
All Employees are to read the PMME Real Estate Services, Inc. Policy & Procedures Manual as part of their
orientation to the company policy and procedures.

  • All Employees are required to read the PMME Policy and Procedures Manual within number days from date
    of employment or hire.
  • All Employees hired prior to the implementation of this document are to read the entire PMME Policy &
    Procedures Manual within # business days from the date of receiving the manual.
  • After reading the Real Estate Policy and Procedures Manual, all Employees are required to sign the Employees Acknowledgment Agreement, which states that they have read, understand, and will comply with the Real Estate Policy and Procedures Manual.
  • This manual is only for the use of Employees.
  • Employees cannot remove the Policy and Procedures Manual, or any other manual, from the PMME office
    without the express permission of Management
  • It is the Employee’s responsibility to read, understand, remember, and refer to the enclosed material
    when necessary.
  • If there is any confusion regarding the material, it is the responsibility of the Employee to discuss this
    with Management as soon as possible.
  • Employees are not limited to only the material within this Policy and Procedures Manual. Employees
    are to adhere to any directive from Management, in either written or verbal form.
  • The printed material within this policy is not for public distribution. Therefore, Employees are not to
    share this printed information with prospective and/or current clientele, vendors, or the public.
  • PMME expects all Employees to follow the guidelines of this policy when in contact with prospective
    and/or current clientele, vendors, or the public

This excerpt is from the “Employee Policies” section

Employee Definition
An Employee is a person hired by PMME Real Estate Services, Inc. for a wage/salary or fixed payment in exchange
for services, and who does not provide the services as part of an independent business. Employee status can include exempt, non-exempt, regular full-time, regular part-time, temporary full-time and temporary part-time employees – see employee definitions on following page.
At-Will Employment
Employees voluntarily enter into employment with PMME Real Estate Services, Inc. Therefore, employees are free to resign at any time, for any reason, with or without notice. Likewise, the company is free to conclude the employment relationship at any time. This is “at-will employment.”
Employee Contract
All employees are required to sign the PMME Employee Contract. This manual is NOT an employment contract, but the acknowledgement and understanding of this manual are a requirement of the PMME Employee Contract and employment with PMME.

This is a small excerpt from the “Company Information” Section

Company Specialization
PMME specializes in the list type of real property sales, listings, and property management in the list areas.
Legal Identity
(Company Name) is a State Name Corporation. Change this to your company type if it is not a corporation, such as a sole proprietorship, partnership, LLC, etc.
Commercial Location
(Company Name) is located in an office building or type of facility at list address.

EMPLOYEE FORM DESCRIPTIONS

Below are descriptions of the twenty-nine (29) forms with the Employee Manual/System.

E1 – Employment Application
E2 – Admin Assistant/Receptionist Questionnaire.
E3 – Bookkeeping/Bookkeeping Assistant Questionnaire
E4 – Office Manager Questionnaire
E5 – Prop Manager/Assistant Property Manager Questionnaire
E6 – Offer of Employment
E7 – Denial of Application Letter
E8 – Employee Agreement
E9 – Non-Disclosure/Confidentiality Form
E10 – Employee File Record. To track employee progress; for personnel file
E11 – Employee Information
E12 – Employee Manual Acknowledgment.
E13 – PM Policy & Procedures Acknowledgement.
E14 – RE Policy & Procedures Acknowledgement.
E15 – Key/Alarm Code Authorization.
E16 – Authorization to Disclose Information.
E17 – Change of Information.
E18 – Reporting/Notification Form. Employee complaint/clarification form.
E19 – Supply Request.
E20 – Vacation/Personal Time Request.
E21 – Expense Reimbursement.
E22 – Email/Internet Agreement
E23 – Leave of Absence Request
E24 – Employee Performance Review
E25 – Termination Notice
E26 – Employee Exit Interview
E27 – Termination Agreement
E28 – Annual Company Audit
E29 – Manual Test Quiz your employees on their understanding of company policies and procedures

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